Applications are welcome from internal and external candidates. For all IOM vacancies, applications from qualified and eligible first-tier candidates are considered before those of qualified and eligible second-tier candidates in the selection process. For the purpose of this vacancy, internal candidates are considered first-tier candidates.
ย Context ย Under the overall supervision of the Chief of Mission (CoM) in Ireland and direct supervision of the Resources Management Officer (RMO); and, in collaboration with relevant units at the Country Office, the successful candidate will be responsible and accountable for managing is responsible for performing clerical tasks within an office setting to support daily operations.
- Greet visitors and provide a positive image of IOM and hospitality for visitors, meetings/conferences participants and suppliers.
- Maintain a visitorโs log and ensure they are provided with security access to the building and offices if required.
- Answer the telephone, screen, refers calls, and take messages, as appropriate, promptly, accurately, professionally and courteously.
- Receives, directs, and tracks all incoming/outgoing correspondence (emails, courier packages, faxes, etc.) adhering to established procedures in the mission.
- Maintain an updated compendium of documents for office wide use including but not limited to office holidays, staff phone extensions, and emergency contact numbers.
- Answer routine questions and provide a variety of information regarding bulletins, brochures, and other project-related materials.
- Provide logistical assistance to meetings, conferences, events, and workshops including invitations, travel/transport, hotel bookings, meeting materials and equipment.
- Provide basic office support to different units as required.
- Perform other related duties as assigned. Education
- High School diploma with three years of relevant experience; or,
- Bachelorโs degree in Business Administration or related field with one years of relevant professional experience. Accredited Universities are those listed in the UNESCO World Higher Education Database. ย Experience
- Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook;
- Attention to detail, ability to organize paperwork in a methodical way;
- Discreet, details and clients-oriented, patient and willingness to learn new things; and,
- Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage. Skills
- Interpersonal skills (i.e. empathy and emotional resilience);
- Intercultural competence and communication skills;
- Capacity to prevent and mitigate conflicts and bridge gaps due to language misunderstandings, in an objective and impartial manner, between the beneficiaries and the authorities.
- Good administrative, reporting, and organizational skills
- Good command of MS Office package, with proven experience in Word and Excel. Languages
- Fluency in English is required.
- Any other IOM official language is an advantage. IOMโs official languages are English, French and Spanish. Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments. ย Required Competencies ย IOMโs competency framework can be found at this link. Competencies will be assessed during the selection process. ย Values - all IOM staff members must abide by and demonstrate these three values:
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
- Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated. Core Competencies โ behavioural indicators (Level 1)
- Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.